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Minutes of the Staffing, Finance & General Purposes Committee held in the Town Hall on Thursday 2 May 2024 at 6.30 pm

PRESENT:

North Ward:

Councillor D Bushby (Chairman)
Councillor D McGeough

South Ward:

Councillor S Inch
Councillor P J Lawrence

East Ward:

Councillor J McKenzie (Town Mayor)
Councillor Mrs L Hellyer
Councillor J Gubb

West Ward:

Councillor C Hawkins
Councillor R Clarke

IN ATTENDANCE: Mr P Swan (Town Clerk)

105.   APOLOGIES FOR ABSENCE

None.

106.   DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA

There were no declarations of interest.

107.  PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

No Members of the public were present at the meeting.

108.   MINUTES

Proposed by Councillor Mrs Hellyer and seconded by Councillor Inch, the minutes of the meeting held on 21 March 2024 were approved and signed as a correct record.

(Vote – For: 6, Abstention: 3 Against: 0)

109.   CHAIRMAN’S ITEMS

The Chairman received several letters of thanks for grants received and passed these on to the Committee.

The Clerk advised that the deed for the land purchase at Caddesdown had been exchanged and the Council is now the title owner.

The Clerk also advised of the use of the antique press to seal the deed being used in the process.

110.   ACCOUNTS

a) Members received the list of payments.

Proposed by Councillor McKenzie, seconded by Councillor Ms Clarke and

RESOLVED: That the draft list of payments is approved.

(Vote – For: 9, Against: 0)

b) Members received the Auditor’s Reports

Proposed by Councillor Bushby, seconded by Councillor Ms Clarke and

RESOLVED: That the Internal/Independant Finance Inspector’s Reports for the period 1 April 2023 – 31 March 2024 are approved.

(Vote – For: 9, Against: 0)

c) Members received the 2023/23 Budget update from the Clerk. The Clerk identified an un earmarked reserve of £20,081.09 (net of earmarked PWLB Loan Income of £150,000) existed at the year end and recommended that this should allocated against the Town Ranger Depot new building to insulate against price rises.

Proposed by Councillor McGeough, seconded by Councillor Gubb and

RESOLVED: That the non-earmarked is £20,081.09 be allocated against the new building project.

(Vote – For: 9, Against: 0)

111.   CLOSED TENDER/BID

Members received the only sealed bid received for the new build of the Town Ranger Depot. The Clerk explained that other contractors were invited, but no other tenders had been received.

The Clerk explained that whilst the bid from C&R Construction South West Ltd.at £393,500 was above the initial outline quote of £355,000 many additional works had been identified as the details had been worked through as well increased material costs. The increase could be funded from the existing project contingency reserves and the un-earmarked reserve identified in item 110 c.

Proposed by Councillor McGough, seconded by Councillor Gubb and

RESOLVED: That the form of tender from C&R Construction South West Ltd. be selected as the main Contractor for the Town Ranger Depot new building project.

(Vote – For: 8, Abstention: 1, Against: 0)

112.   TRAVEL APPROVAL

Members received the request from the Clerk to spend £600 on Travel expenses to transport Beadles and a limited number of staff to the palace of Westminster.

Proposed by Councillor Bushby, seconded by Councillor McKenzie and

RESOLVED: To approve the travel budget of around £600.

(Vote – For: 9, Against: 0)

113.   MAYOR’S ROBE

Members received the report on the Mayoral Robe.

Councillor Mrs Gubb expressed concerns about the reputational risk imposed on the council if (real) fur was chosen.

Proposed by Councillor Mrs Hellyer, seconded by Councillor McKenzie and

RESOLVED: To approve the option to purchase a new robe with artificial fur at a cost of £3,400.

(Vote – For: 9, Against: 0)

114.   MAINTENANCE OPERATIVES

Members received an update on the tasks undertaken by the Maintenance Operatives.

115.   PART II (Closed Session)

Council are excluding members of the public and the press to progress a matter of a confidential nature under the Public Bodies (Admissions to Meetings Act) 1960 and Local Government Act 1972, ss 100 and 102

To consider and resolve upon for agenda items 116/117

Proposed by Councillor Bushby, seconded by Councillor Inch and

RESOLVED: To exclude members of the public and the press to progress a matter of a confidential nature under the Public Bodies (Admissions to Meetings Act) 1960 and Local Government Act 1972, ss 100 and 102

(Vote – For: 9, Against: 0)

116.   STAFFING MATTERS

Members received the request from the Clerk to amend an employee contractual terms of employment and job description.

Proposed by Councillor McKenzie, seconded by Councillor and

RESOLVED: To approve changes to the employee terms of employment and job description.

(Vote – For: 9, Against: 0)

117.   CITIZENS AWARD

None received and deadline to be extended by one week.

118.   Proposed by Councillor Bushby, seconded by Councillor Hellyer and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 9, Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 19:26.

table of Accounts  submitted for approval at SF&GP Meeting 2 May 2024

 


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